GREATER RICHMOND AQUATIC LEAGUE 2016 HANDBOOK STATEMENT OF PURPOSE The Greater Richmond Aquatic League (GRAL) is an organization of swimmers, coaches, and parents whose aim is to promote and participate in the sport of summer swimming GRAL provides an opportunity for young people to compete against others of similar ability in an atmosphere of fair play, good sportsmanship, and safety.
TABLE OF CONTENTS LEN EVERETT SPORTSMANSHIP AWARD... 5 LEN EVERETT SPORTSMANSHIP COACHING EXCELLENCE AWARD... 7 ARTICLE I - NAME... 8 ARTICLE II PURPOSE... 8 ARTICLE III MEMBERSHIP... 8 Section 1 Member Clubs... 8 Section 2 Application for New Member Club... 8 Section 3- Removal from GRAL Membership... 8 ARTICLE IV - BOARD OF DIRECTORS... 8 Section 1 Board Membership and Voting... 8 Section 2 Member in Good Standing... 9 Section 3 Executive Board... 9 Section 4 Attendance at GRAL Meetings... 9 ARTICLE V - OFFICERS AND THEIR ELECTION... 9 Section 1 Elected Officers... 9 Section 2 - Nominating Committee... 9 Section 3 - Elections... 9 Section 4 - Removal of an Officer... 10 Section 5 - Vacancies... 10 ARTICLE VI - DUTIES OF OFFICERS... 10 Section 1 - President... 10 Section 2 Vice Presidents... 10 Section 3 - Secretary... 11 Section 4 - Treasurer... 11 Section 5 Immediate Past President... 11 Section 6 Duties at Expiration of Term or Resignation... 11 Section 7... 11 ARTICLE VII - COMMITTEES... 12 Section 1 Standing Committees... 12 Section 2 Special Committees... 12 ARTICLE VIII - MEETINGS... 12 Section 1 Dates of Meetings... 12 Section 2 Special Meetings... 12 Section 3 Ad Hoc Business Meetings... 12 Section 4 Annual Meeting... 12 Section 5 GRAL Fiscal Year... 12 Section 6 Election of Officers... 12 Section 7 - Quorums... 12 2
ARTICLE IX - ELIGIBILITY OF SWIMMERS... 13 Section 1 Team Rosters... 13 Section 2 Denial of Participation in Meets... 13 Section 3 Swimmer Representation... 13 Section 4 Swimmer Transfer... 13 Section 5 Swimmer Exemptions... 13 ARTICLE X CONSULTANTS... 13 Section 1 Computer Coordinator and Webmaster... 13 Section 2 Computer Coordinator Responsibilities... 13 Section 3 Webmaster Responsibilities... 14 ARTICLE XI - REGULATIONS GOVERNING MEETS... 14 ARTICLE XII - PARLIAMENTARY AUTHORITY... 14 ARTICLES XIII AMENDMENTS... 14 Section 1 - Notice... 14 Section 2 Substitute Bylaws Committee... 14 ARTICLE XIV DISSOLUTION... 15 GREATER RICHMOND AQUATIC LEAGUE RULES... 16 CODE OF CONDUCT... 16 I. GENERAL INFORMATION... 16 II. DUES, REGISTRATION AND INSURANCE... 17 III. POOL REQUIREMENTS... 17 IV. CLASSIFICATION OF SWIMMERS FOR REGULAR SEASON MEETS... 18 V. SCHEDULING... 19 VI. MEET ENTRIES... 21 VII. MEET PROCEDURES... 21 VIII. MEET SCORING AND AWARDS... 22 IX. MEET AUDITS... 23 X. MEET RESULTS... 24 XI. DIVISION COMMITTEES AND RESPONSIBILITIES... 24 XII. CLUB REPRESENTATIVES AND RESPONSIBILITIES... 25 XIII. MEET OFFICIALS RESPONSIBILITIES AND TRAINING REQUIREMENTS... 27 XIV. PERSONNEL AND EQUIPMENT REQUIREMENTS... 34 XV. GRIEVANCE PROCEDURE... 35 XVI. CHAMPIONSHIP MEET RULES AND INFORMATION... 36 XVII. CONVERSION OF TIMES FOR YARD TO METER AND METER TO YARD... 38 XVIII. CALCULATIONS FOR DETERMINING DIVISION AWARDS FOR THE SEASON.... 38 XIX. CALCULATIONS TO DETERMINE LEAGUE DIVISIONS FOR THE NEXT SWIM SEASON... 39 XX. DETERMINATION FOR TIME STANDARDS... 39 3
SEASON DIVISIONS AND CLUB INFORMATION... 40 ORDER OF EVENTS... 41 OFFICERS... 42 4
LEN EVERETT SPORTSMANSHIP AWARD GRAL Handbook Revised 8-Apr-2016 The Len Everett Sportsmanship Award was established in 1984 by the Great Richmond Aquatic League (GRAL) to honor the memory of a man who was instrumental in the founding and structuring of the League. Leonard Everett, from Hungary Creek Recreation Association, stood for the highest ideals of fair competition and good sportsmanship. A plaque is awarded every year to one club in each division whose swimmers, coaches, and parents have best exhibited these qualities. The GRAL Board Representative from each team submits to the GRAL President that team s first and second choice for this award. The choices must come from within the voting team s same division, and the voting team cannot include itself. Only teams that have voted can be eligible to win. The votes are tallied and awards are announced at the annual championship meet. Former Recipients of the Len Everett Sportsmanship Team Award Year Division 1 Division 2 Division 3 Division 4 Division 5 2015 Church Run Kings Charter Fox Hall Battlefield Green 2014 Twin Hickory Burkwood Wembly Tuckahoe Village Tuckahoe Village, West Twin Hickory West 2013 Tuckahoe Village West East Ashcreek East Bell Creek 2012 West Colonies West Dolphin Club East Pebble Creek East Bell Creek 2011 West Chestnut Oaks West Dolphin Club East Mechanicsville East Old Church 2010 West Colonies East Ashcreek Old Church Tuckahoe West Pebble Creek West 2009 Village West East Colonies East Old Church 2008 Ashland Pebble Creek Antioch 2007 Colonies Chestnut Oaks Rockville Antioch 2006 Church Run Fox Hall Chestnut Oaks Rockville 2005 Ashcreek and Wellesley Chestnut Oaks Tuckahoe Village Hanover Country Club 2004 Church Run Fox Hall Chestnut Oaks Rockville Old Church 2003 Fox Hall Ashland Rockville Old Church 2002 Fox Hall Ashland Tuckahoe Village West Dolphin Club 2001 Colonies Chestnut Oaks Tuckahoe Village West Mechanicsville and Hermitage 2000 Hungary Creek Wembley and Wyndham Chestnut Oaks Hermitage Pebble Creek 1999 Rain Tree and Kings Charter Ridgetop Chestnut Oaks Milestone 1998 Ridgetop Ashland Rockville Old Church and Chestnut Oaks 1997 Wembly Mechanicsville Ashland and Chestnut Oaks Old Church 1996 Wembly and Colonies Chestnut Oaks Short Pump 1995 Colonies Chestnut Oaks Antioch Ashland 1994 Antioch Wembly Fox Hall 1993 Wembly Rockville Old Church 1992 Ridgetop Rockville Church Run 1991 Tuckahoe Village Hanover Country Club Wellesley 1990 Chestnut Oaks Old Church Wellesley 1989 Chestnut Oaks Ridgetop Rockville 5
Year Division 1 Division 2 Division 3 Division 4 Division 5 1988 Ridgetop Hanover Country Club Dolphin Club 1987 Chestnut Oaks Rockville Hermitage 1986 Canterbury Rockville Old Church 1985 Wembly 1984 Hungary Creek Len Everett Sportsmanship Coaching Excellence Award The Len Everett Coaching Excellence Award was established in 2006 to recognize Coaches that go above and beyond the normal expectations of a summer coach, and best exemplify GRAL's purpose and ideals. At the end of each Season, each Club's Coaching Staff shall cast a single first and second place vote for a Coaching Staff in their division that exhibited fair play, good sportsmanship and safety during the season. A Club cannot vote for themselves. If a Coaching staff does not cast a vote, that staff shall not be eligible to win this award. At Champs, the winning Coaches are recognized and presented with an award for their efforts. Year Division 1 Division 2 Division 3 Division 4 2015 Church Run Kings Charter Fox Hall Old Church 2014 AshCreek Pebble Creek Wembly Tuckahoe Village 2013 West: Dominion Club West: Wembly East: AshCreek East: Atlee 2012 West: Canterbury West: Tuckahoe Village East: Pebble Creek East: Old Church 2011 West: Twin Hickory West: Dolphin Club East: Ashland East: Old Church 2010 West: Church Run, Colonies East: AshCreek Wembly, Dolphin Club 2009 West: Church Run West: Rockville East: Ashland East: Old Church 2008 Hungary Creek Pebble Creek, Milestone, Tuckahoe Village West Rockville 2007 Wyndham Ashland Short Pump 2006 Church Run, Twin Hickory Ashland, Fox Hall Tuckahoe Village West Mechanicsville 6
GREATER RICHMOND AQUATIC LEAGUE BYLAWS ARTICLE I - NAME The name of this organization shall be Greater Richmond Aquatic League (GRAL). ARTICLE II PURPOSE The purpose of this organization shall be to afford all organizations (herein after member club or club ) the benefits of swimming organized competition in the Novice, Advanced, Junior Varsity, Varsity, and Senior Varsity levels of competence in accordance with United States Swimming Rules and Regulations. Section 1 Member Clubs ARTICLE III MEMBERSHIP Member clubs of GRAL shall be organizations that sponsor an age-group swimming program for its members and families who are elected to membership in accordance with the bylaws of that organization. Each member club shall designate a representative (hereafter referred to as a GRAL Board Representative) to attend the GRAL Board of Directors meetings and report back to the member club. Section 2 Application for New Member Club Written application of a new member club to GRAL shall be received no later than the January board meeting of the season in which that new member club intends to participate. This application will be voted on at the next scheduled meeting, and the member club may be eligible to participate in that season s swim schedule. Section 3- Removal from GRAL Membership A member club may be removed from GRAL membership at any time by a majority vote of the GRAL Board Representatives for all member clubs when it is considered to be in the best interest of GRAL. Section 1 Board Membership and Voting ARTICLE IV - BOARD OF DIRECTORS The affairs of this organization shall be conducted by the GRAL Board of Directors consisting of a GRAL Board Representative from each member club and the elected GRAL officers (herein referred to as the Executive Board). If the GRAL Board Representative is absent, the Parent Representative (defined in Section XII, Item 2, of the GRAL Handbook Rules), or other designated member club representative, may vote for the member club. In any voting matter, there shall be only one (1) vote per member club, plus one (1) vote per Executive Board position and one (1) vote of the immediate past President. If an Executive Board position is shared by more than one person, that position still exercises one (1) vote. 8
Section 2 Member in Good Standing Each GRAL Board Member (i.e., Executive Board Members and GRAL Board Representatives) shall be a member in good standing of its member club and shall have been selected and designated by the member club to serve on the GRAL Board of Directors. Section 3 Executive Board The Executive Board shall be the elected officers and are empowered to conduct necessary business in the intervals between regularly scheduled board meetings. The Executive Board shall not change a motion of business previously voted on by the Board of Directors unless a special meeting of the Board of Directors is called, as provided in the bylaws, or the motion is further discussed at the next regularly scheduled board meeting. Section 4 Attendance at GRAL Meetings Each member club s GRAL Board Representative must be present at all GRAL meetings. If a GRAL Board Representative fails to attend two (2) consecutive board meetings, the Executive Board is empowered to take action. Section 1 Elected Officers ARTICLE V - OFFICERS AND THEIR ELECTION The following elected officers shall comprise the GRAL Executive Board: 1. President 2. First Vice President-Clinics 3. Second Vice President-Equipment 4. Third Vice President-Champs 5. Secretary 6. Treasurer 7. Immediate Past President. Section 2 - Nominating Committee A Nominating Committee shall be formed consisting of one (1) representative from each division and elected by the GRAL Board and two (2) at-large appointments made by the President. The Nominating Committee will be announced by the Executive Board at the March meeting. Only those persons who have signified their consent to serve if elected shall be nominated for an elected office, and an attempt will be made to have representation from all divisions among the officers. The Nominating Committee shall perform the following: a. Nominate an eligible person for each office vacancy and report its nominees at the annual meeting, at which time additional nominees may be made from the floor. b. Continue its search if it does not identify a suitable nominee for a vacant position by the annual meeting. Section 3 - Elections a. Elected officers shall be elected by majority vote of the Board of Directors at the annual meeting, with the exception of the immediate past President. If no one is 9
nominated for a vacant position at the time of the annual meeting, the Nominating Committee will continue the search until a suitable nominee is identified. The Board of Directors then will be asked to vote by electronic mail. A majority vote still will be required. b. The newly elected officers shall assume their duties at the close of the annual meeting and shall serve for a term of one (1) year. c. No officer shall be eligible to serve more than two (2) consecutive terms in the same office. Exceptions shall be allowed by a majority vote of the Board of Directors. No exceptions shall be allowed for the same position in consecutive years. No exception shall be made for the position of President. d. No GRAL Board Member shall be eligible for the office of President unless he/she has served on the Board of Directors. e. More than one person may serve in any elected officer position. Each elected officer position has one vote. Section 4 - Removal of an Officer An officer may be removed at any time by a two-thirds (2/3) vote of all eligible voting members of the GRAL Board if said removal is deemed in the best interest of GRAL. Section 5 - Vacancies a. A vacancy occurring in any office shall be filled for the unexpired term by a GRAL Board Representative elected by a quorum vote either in person or by electronic mail, and notice of such election shall be given in a timely manner. b. A quorum vote consists of a 2/3 majority of GRAL Board Representatives plus at least four (4) Executive Board members. c. In the event a vacancy occurs in the office of President, the First Vice President shall serve for the remainder of the unexpired term of the President. Section 1 - President ARTICLE VI - DUTIES OF OFFICERS The President shall preside at all meetings of the GRAL Board of Directors and of the Executive Board. The President shall be an ex-officio member of all committees except the Nominating Committee. Section 2 Vice Presidents The Vice Presidents shall perform the following: a. All Vice Presidents act as aides to the President and, in their designated order, perform the duties of the President in the absence of that officer. b. The First Vice President shall organize all training clinics and serve as coordinator of GRAL meet officials. 10
c. The Second Vice President shall maintain and distribute supplies necessary for the swimming season. This shall include ordering and maintaining records of all supplies. d. The Third Vice President shall organize and serve as chairman of the championship meet (hereafter referred to as Champs). Section 3 - Secretary The Secretary shall perform the following: a. Maintain a complete and accurate record of all proceedings of the meetings of the Board of Directors and Executive Board. b. Notify all board members prior to each meeting of the date, time, and location of the meeting. Board notification shall be at least one (1) week prior to the meeting and may be either written on the previous month s minutes or by electronic mail. c. Update the GRAL Handbook each year before the first swim meet of the season. Section 4 - Treasurer The Treasurer shall have custody and collection of all funds of GRAL and perform the following: 1. Maintain a full and accurate account of records and expenditures. 2. Make disbursements as authorized by the President. 3. Prepare an annual budget for Board approval to be presented at the February meeting. 4. Present a financial statement at every meeting and at other times as requested by the Executive Board. 5. Present a full report at every meeting at which new officers assume their duties. The Treasurer s accounts shall be examined annually by an auditor outside of the GRAL Board or an Audit Committee consisting of three (3) members appointed by the President. The auditing shall be completed by and approved at the January meeting of the following year. Section 5 Immediate Past President The immediate past President shall serve in an advisory role to assist the current Board with voting privileges unless his/her vote causes the Executive vote decision to end in a tie. Section 6 Duties at Expiration of Term or Resignation All officers shall perform the duties outlined by these bylaws and those assigned from time to time. Upon expiration of the term of office (or resignation), each officer shall turn over to the President without delay all records, books, and materials pertaining to the office and shall return to the Treasurer without delay all funds pertaining to the office. Section 7 If an issue that requires resolution arises and involves an Executive Board member s club, the affected member will not be allowed to vote. 11
Section 1 Standing Committees ARTICLE VII - COMMITTEES The Executive Board may create such standing committees as it deems necessary to carry on the work of GRAL. Section 2 Special Committees The power to form special committees and appoint their members rests with the Executive Board. Section 1 Dates of Meetings ARTICLE VIII - MEETINGS Regular meetings for the Board of Directors shall be held monthly from January through July, and the annual meeting shall be held in September. Dates of regular meetings shall be determined by the Executive Board and announced at the preceding annual meeting in September. Section 2 Special Meetings Special meetings may be called by the President or at the request of three (3) Board of Director members. The call for a special meeting must state the business to be transacted, and no business shall be transacted except that specified in the call. Notice shall be attempted to each Board member either at least seven (7) days in advance by mail, or two (2) days in advance by electronic mail. Section 3 Ad Hoc Business Meetings The Executive Board shall be empowered to transact necessary business at intervals between regular meetings and such other business as may be referred to it by all members of GRAL. A full report of all such transactions must be given at the next scheduled board meeting. (See also Article IV, Section 3.) Section 4 Annual Meeting The annual meeting of the GRAL Board of Directors shall be on the 3 rd Sunday in September of each year at such place as designated in the notice of the meeting. Section 5 GRAL Fiscal Year The GRAL fiscal year begins January 1 st of each year and ends December 31 of the same year. Section 6 Election of Officers Election of officers shall be at the annual meeting. Section 7 - Quorums A two-thirds (2/3) majority of GRAL Board Representatives plus at least four (4) Executive Board members shall constitute a quorum for the transaction of business at any meeting of the GRAL Board of Directors. A quorum of the Executive Board shall be a simple majority. 12
Section 1 Team Rosters ARTICLE IX - ELIGIBILITY OF SWIMMERS Each member club shall deliver an initial roster of all swim club members to the Computer Coordinator prior to the GRAL Season Registration deadline. The roster shall contain a certification by the President or Membership Chairman of the member club that all swimmers on the roster are members in good standing of the member club. A swimmer is a member in good standing if the swimmer has full use of the swimming facilities of the club and has been admitted to membership, paid all applicable dues and fees, and complied with all rules and regulations of the member club, association, or organization. Section 2 Denial of Participation in Meets No one will be allowed to swim in a regular season meet that is not listed on the member club s roster or has not paid the GRAL registration fee at the appropriate time. Section 3 Swimmer Representation A swimmer may represent only one member club for the purpose of competition in a GRAL meet. Section 4 Swimmer Transfer A swimmer may not transfer during the current summer season from one member club to another without the approval of the Executive Board. Section 5 Swimmer Exemptions Any person within GRAL paid to coach or assist in coaching a club, or otherwise employed by a pool facility or its management company (hereafter referred to as the swimmer/employee), is not eligible to swim in any GRAL meet for the duration of that calendar year unless either of the following conditions are met: 1. An exemption request is provided in a timely manner prior to the first meet of the season and is approved by the Board or the Executive Board. 2. A swimmer/employee has at least one (1) year prior member club participation as a GRAL swimmer with the hiring member club, AND is a member in good standing with the association for the current season.. (See Article IX, Section 1 for the definition of a qualifying swimmer.) A swimmer seeking such an exemption also may petition the Board or Executive Board if his/her employment or swimming status changes during the swim season. ARTICLE X CONSULTANTS Section 1 Computer Coordinator and Webmaster The Executive Board shall hire a Computer Coordinator and/or Webmaster at the annual meeting in September. The Executive Board shall review the GRAL budget and recommend appropriate annual compensation to be included in the annual budget approval process at the February meeting. 13
Section 2 Computer Coordinator Responsibilities The Computer Coordinator shall be responsible for the following: 1. Setting up the software for each season and ensuring it gets delivered to each club. 2. Supporting the software during the season. 3. Providing training as needed to support the software. 4. Making recommendations to the Board each September for software changes that need to be considered for the following swim season. 5. Researching cost impacts of both hardware and software for any recommendation made. 6. Receive registration from each member club. 7. Maintain the official record of all swimmers and their times by acquiring and importing all meet results on a weekly basis. 8. Maintain and publish all official Champs records and all official season records. 9. Prepare for Champs registration as follows: a. Prepare and distribute all registration materials. b. Prepare the pre-qualified Champs registration packet for all clubs that pre-qualify. c. Receive and process all Champs pre-registration packets using the computer program. d. Notify all clubs that pre-qualify. e. Set up the Champs registration site. Section 3 Webmaster Responsibilities The Webmaster shall be responsible for setting up, maintaining, and updating the GRAL webpage in a timely manner. ARTICLE XI - REGULATIONS GOVERNING MEETS All swim meets shall be conducted in accordance with the most recently published edition of the United States Swimming Rules and Regulations, except to the extent such rules and regulations have been modified or amended by the Board of Directors. ARTICLE XII - PARLIAMENTARY AUTHORITY Robert s Rules of Order Newly Revised shall govern the Board of Directors in all cases in which they are applicable and in which they are not in conflict with these bylaws. Section 1 - Notice ARTICLES XIII AMENDMENTS These bylaws may be amended at any regular meeting of the Board of Directors provided that notice of proposed amendments shall have been given at the previous Board of Directors meeting or at least thirty (30) days prior to the meeting at which the amendment is voted upon and that a quorum has been established. Bylaw amendments require two-thirds (2/3) vote of the GRAL Board Representatives and the Executive Board. 14
Section 2 Substitute Bylaws Committee A committee may be appointed to submit a revised set of bylaws as a substitute for the existing bylaws only by a majority vote of the Board of Directors, or by a two-thirds (2/3) vote of the Executive Board. The requirements for adoption of a revised set of bylaws shall be the same as in the case of an amendment. ARTICLE XIV DISSOLUTION In the event of dissolution of GRAL, the remaining assets of the league will be divided equally among the current member clubs after payment of all outstanding debts, collection of all owed money, and successful completion of a necessary audit. 15
GREATER RICHMOND AQUATIC LEAGUE RULES CODE OF CONDUCT Good sportsmanship is of primary importance. Respectful behavior on the part of swimmers, coaches and parents should be displayed at all times and places. Club membership is both an honor and a responsibility and unsportsmanlike conduct will not be tolerated. The Coach is responsible for the behavior of his/her club. The Board Representative, or Parent Representative in his/her absence, is responsible for the behavior of the coaches and club parents. The Referee has the authority to suspend a swim meet for unsportsmanlike behavior. Any individual who cannot uphold the standards of good behavior may be denied further participation in league activities. Remember, this swim league exists for the sport of swimming and the enjoyment of our children. Please strive as parents, coaches and swimmers to focus on this fact and encourage an enjoyable experience for all. I. GENERAL INFORMATION 1.) Meets will be run in accordance with the most recent United States Swimming Rules except as noted below: a.) GRAL does not recognize split times and lead-off swimmer s times. See Rules Section IV: Classification of Swimmers, Item 5. b.) A swimmer will not be disqualified until he/she is charged with a second false start in the same event. c.) In relay races involving in-the-water starts, the team of a swimmer whose hand has lost touch with the end of the course before his/her preceding teammate touches the wall shall be disqualified, unless the swimmer in default returns a hand to the wall after the preceding teammate has touched the wall. 2.) Exhibition swimming is not allowed without an exemption granted by the Executive Board, including participation in relays. 3.) Intentional and obvious swimming below a swimmer s ability will be grounds for disqualification of that swimmer in that event. Disqualification shall be made by the Referee. 4.) No person officiating or working a GRAL swim meet shall be allowed to partake of OR be under the influence of ALCOHOLIC BEVERAGES OR ILLEGAL DRUGS during the meet. After being warned by the Referee of the infraction, the offending member club must comply or may be asked to FORFEIT the MEET. 5.) NO SMOKING is permitted on the deck or in common-use swim meet areas during a GRAL swim meet. After being warned by the Referee of the infraction, the offending member club must comply or may be asked to FORFEIT the MEET. 6.) Requests for exemptions to Bylaw Article IX, Section 5, must be presented in writing to the Executive Board prior to the start of the swim season or to the Executive Board if the swimmer s employment or swim club status changes during the swim season. Each request will be voted on individually by the Executive Board. The approved exemption will apply to the approved swimmer as long as he/she remains a swimmer for the requesting club. The Member Club making the request shall be the club that anticipates hiring the 16
swimmer/employee. This club shall supply the Executive Board with a completed Swimmer/Employee Exemption form on each swimmer to be considered. A $100.00 penalty/fine for each swimmer/employee exemption rule violation will be imposed and collected from Member Clubs prior to Champs Registration. II. DUES, REGISTRATION AND INSURANCE 1.) Annual dues of $200.00 for each Member Club s membership are due by the February board meeting. If annual dues are not received by the February Board meeting, a $25 penalty will be assessed. 2.) A registration fee of $7 will be assessed for each swimmer registered for GRAL competition and is payable at the time of registration (for swimmers on the team s initial roster) or at Champs registration (for swimmers added to the roster during the season). 3.) If a Member Club s initial registration is not properly completed and submitted on time, a late registration penalty of $50 will be assessed. 4.) The Computer Coordinator will publish the registration process and will announce the date that member clubs registrations are due. Club registration will be completed with a check, payable to GRAL, in the amount of $7 for each swimmer on the initial roster. 5.) All swimmers must be certified as members in good standing of the club by the President or Membership Chairman of that club. (See Article IX, Section 1 of the bylaws.) 6.) A club that has a special-needs swimmer with any disability may petition in writing to the Executive Board for a change in swimmer classification or other rule changes as appropriate to the disability. If approved, the exemption is valid for the current swim season only. 7.) A Certificate of Insurance, documenting liability coverage for each Member Club s pool and pool area, must be submitted to the GRAL Secretary by the June meeting. Member Clubs will not be permitted to register for GRAL competition until this Certificate of Insurance is submitted. III. POOL REQUIREMENTS 1.) All clubs must designate the length of their pool as 25 yards, 25 meters, or other specified distance, such as 26 yards. Time conversions will be made by the League Computer Rep via the software if a pool is of non-standard length. Instructions on how to accomplish this will be documented. Any clubs requesting to join GRAL must certify their pool length. It is strongly recommended that new clubs admitted to GRAL have a pool with at least SIX lanes. 2.) Starting blocks should be in compliance with current United States Swimming rules. In pools with water depth less than 4 feet at the starting end, the swimmer must start from within the water. In pools with water depth of 4 feet or more at the starting end, the front edge of the starting platform should be at least 1 foot, 8 inches and no more than 2 feet 5 1/2 inches above the water surface for meter pools, while the front edge of the starting platform should not be higher than 2 feet 6 inches above the water surface in yard pools. Should a visiting club find that the home club s starting blocks are not in compliance, the visiting club may request that their swimmers start from the side of the pool, rather than the blocks, provided that a valid claim is made to the Referee prior to the scheduled start time of the meet. Each individual swimmer shall have the option to use the block or enter the water from the deck (backstroke not included) unless required by USA Swimming rule to start from within the water. All swimmers who dive from the block or the side 17
must be certified to do so. An X shall be placed on the upper arms of swimmers who are not certified to dive. An O shall be placed on the upper arms of swimmers who are not certified to dive off the block, but are certified to dive from the side. A qualified coach may make dive certifications. IV. CLASSIFICATION OF SWIMMERS FOR REGULAR SEASON MEETS Times achieved at a GRAL meet during the current season, and the previous two (2) GRAL seasons (including Champs, if applicable) are used to determine a swimmer s classification. (NOTE: For Established teams transferring from an EXISTING USA Swimming League to GRAL, swimmer's times from the previous League (previous two seasons, including any Championship meets) shall be used to determine the swimmer's GRAL classification. Only times from the equivalent events (ie same stroke and length) are to be used (no conversion to calculate a theoretical time in a unique GRAL distance). 1.) Definition of a NOVICE SWIMMER (N) A Novice swimmer is any swimmer with no time in a given event or who has not achieved a valid Advanced, Junior Varsity, Varsity, or Senior Varsity time in that event in the age group in which the swimmer is competing. 2.) Definition of an ADVANCED SWIMMER (ADV) An Advanced swimmer is any swimmer who has achieved a valid Advanced time and has not achieved a valid Junior Varsity, Varsity, or Senior Varsity time in that event in the age group in which the swimmer is competing. 3.) Definition of a JUNIOR VARSITY SWIMMER (JV) A Junior Varsity swimmer is any swimmer who has achieved a valid Junior Varsity time and has not achieved a valid Varsity or Senior Varsity time in that event in the age group in which the swimmer is competing. 4.) Definition of a VARSITY SWIMMER (V) A Varsity swimmer is any swimmer who has achieved a valid Varsity time and has not achieved a valid Senior Varsity time in that event in the age group in which the swimmer is competing. 5.) Definition of a SENIOR VARSITY SWIMMER (SV) A Senior Varsity swimmer is any swimmer who has achieved a valid Senior Varsity time in that event in age group in which the swimmer is competing. 6.) Classification of an ADVANCED RELAY All swimmers entered in a Advanced relay must be classified as Novice or Advanced in the stroke and distance that they are scheduled to swim. All points earned for the relay will be awarded in the Advanced Relay category. Advanced relays are limited to Novice and Advanced Swimmers and may be comprised of single sex relay clubs and/or mixed sex relay clubs. 7.) Classification of a SENIOR VARSITY A relay is classified as Senior Varsity when at least ONE swimmer is classified as JV, Varsity, or SV in the stroke and distance he/she is scheduled to swim. The SV Relay must be mixed sex (to contain at least one boy and one girl). All points earned for the relay will be awarded in the Senior Varsity Relay Category. 18
8.) AGE GROUPS - Governing day will be June 1st (i.e., if a swimmer turns 9 on June 1st, he/she will swim as a 9&10). a.) : age 6 & Under i. There will be a category for age 6&U that will be awarded points/ribbons only in 25 yard/meter Freestyle and Backstroke, separately from 7-8 swimmers. ii. A 6&U may swim all events. He/she will be scored separately only in 25 y/m Freestyle and Backstroke. iii. The swimmer will swim at the same time as and be mixed in with the 8&U. The computer designates these events as A (for 6 & Under) and B (for 7 8) but combines the event for seeding purposes. iv. Time standards will be the same as for 8&U. v. Qualifiers will swim at Championships as 8&U. b.) : age 8 & under c.) : age 9 & 10 d.) : age 11 & 12 e.) : age 13 & 14 f.) : age 15 through 18 V. SCHEDULING 1.) SCHEDULE OF MEETS a.) All swim meets are scheduled to begin NO LATER THAN 6:30 pm. Clubs are encouraged to begin meets at 6 pm in order to complete their meets in a timely fashion. Pool use limitations and restrictions (i.e. Meet start and finish times, home meet conflict dates, etc.) must be submitted in writing to GRAL President by the February meeting of every year. NOTE: At the beginning of each season, each club is to reserve its pool for a make-up date for each of its home meets (preferably the next day). b.) All clubs will swim the last meet of the season on Tuesday using the same starting time as listed above. Swimming on Tuesday will give clubs a rain make-up date on Wednesday and allow ample time for clubs to prepare for Champs registration. c.) Clubs wishing to move the first meet of the season to an alternate date MUST submit their request in writing via electronic mail, by all affected Member Clubs Parent Reps, to the President, by the May meeting. If no request is received, the meet must be swum on the scheduled league specified date. If the affected clubs cannot agree on a date, they may petition the Executive Board to help find a solution. 2.) WEATHER SITUATIONS a.) The lifeguard or pool management are responsible for monitoring the weather. At the first sound of thunder or sighting of lightning, the pool and deck must be cleared of people and secured. It is the responsibility of the Meet Director, the Parent Representatives, and Pool Management to ensure that this is done. The home club is responsible for issuing instructions for that pool s weather safety procedure. In order to compete in the current season, each club shall file with and have approved by the Executive Board, a weather safety procedure for their club. This is due by the March meeting. b.) Postponements are to be decided by the Meet Director, Pool Management, and Parent Representatives (one from each club) after a 30-minute delay. A 30-19
minute waiting period is to be enforced before swimmers may begin to swim after the last sighting of lightning or sound of thunder. If a meet has to be stopped at 10:30pm or later due to weather related issues, the meet shall be postponed and will be finished on the agreed rain date. If the 8&under relays were swum, then the 9&older relays can be swum on the postponed date, provided event 44 is in the water by 10:30 p.m (on the make-up day). c.) The League encourages clubs to wait out the storm delay and finish the meet. Information on storms in the area and the remaining time necessary to complete the meet should be taken into consideration. See the weather guidelines below for more guidance on this subject. d.) Meets must be rescheduled at the earliest possible date acceptable to all clubs. If there are questions, the home club Parent Rep will contact a GRAL Executive Board member before leaving the pool. e.) In the event of a second postponement of the same meet, creative alternative solutions need to be discussed in order to complete the meet. These can include finishing the meet on Saturday morning, changing pool location, etc. All individual events MUST be completed in all cases. Relay alternatives shall be approved by a GRAL Executive Board member prior to leaving the meet. i. If all relays are not swum, then no relays shall score points. For those relays that were swum, ribbons shall be distributed, and the swimmers shall be eligible for triple/quad. f.) Meets must be completed in the scheduled sequence to avoid giving an unfair advantage to any club(s). g.) In the event of a rain postponement, and restart of the meet on another day, already registered GRAL swimmers may be added to the postponed meet, and previously entered swimmers for that meet may change entered events (as long as the number of individual events does not exceed 3 including Scratches, No Shows, and Disqualifications). Relays may change classification as long as the change is made prior to the meet start on the new day. 3.) WEATHER GUIDELINES a.) Safety is very important to GRAL, and the league wants all families, swimmers, and pool management people to make decisions with safety first in mind, including not ending meets later than 11:30 p.m. Following are guidelines to assist teams with the decisions b.) If weather delays happen before meet start i. Once the computer rep has completed the meet setup, teams should use the meet report timeline to determine what time Event 44 (Girls 9-10 50 Free) would be in the water and what time the meet is expected to end. Use that information to determine if you can get event 44 in the water by 10:30pm and begin making the following decisions. ii. Teams should scratch all relays to help get Event 44 in the water by 10:30pm. iii. Meets must start (i.e. first event in the water) no later than 8pm (Division I & II), 8:30pm (Division III & IV) iv. Home team warm-ups may be canceled or reduced if parent reps agree. Away team warm-ups can also be reduced if parent reps agree, but Away team must have enough time to warm-up (dive off blocks and count strokes with flags). 20
v. If lightning or thunder are observed 30 minutes prior to these start times (8pm or 8:30pm), then the meet will be postponed vi. Meet must end by 11:30 p.m. regardless of the event, and the rest should be finished on the rain date (or not at all if only relays are left) c.) If weather delay happens after meet start but before 10:30 p.m. i. If Event 44 will not be in the water by 10:30pm then scratch relays at end of meet ii. Meet must end by 11:30 p.m. regardless of the event, and the rest should be finished on the rain date. If only relays are left, both teams must agree to finish them or forfeit them. d.) If weather delay happens after 10:30 p.m. i. No exceptions - postpone the meet and finish on the raindate. You pick up on the individual events or relays where you left off. If in the middle of an event (at least one heat has swum but not all), then the computer rep will know what to do and swimmers will not need to re-swim. VI. MEET ENTRIES 1.) If new swimmers are to be added to a Club's roster for an upcoming meet, and Additional Swimmer Form (including all top times) report MUST be sent to the opposing Club's Computer Rep., and Coach(es), and also to computer@gralva.com at least 24 hours prior to the start of the meet. Additions to the initial roster cannot exceed 20% of that initial roster, or ten (10), whichever is larger, for the first meet. If the electronic delivery is not completed by the designated time, the new swimmer cannot swim that meet. Offending Clubs may be fined or penalized as determined by the Executive Board. 2.) The Visiting team must deliver their meet entries to the Hosting Club s Computer Rep. no later than 8:00pm the night prior to the meet. 3.) Opposing Club s entries SHALL NOT be reviewed by anyone other than either club s Computer Rep before meet programs are printed and delivered to the appropriate individuals (as outlined in the Computer Handbook). 4.) Changes to individual events or classification of relays cannot be made after the start of the meet; no swimmer may be added to the meet after the start of the meet. 5.) An individual swimmer may not enter more than three individual events plus one relay per meet. In the event of a rain postponement, and restart of the meet on another day, already registered GRAL swimmers may be added to the postponed meet, and previously entered swimmers for that meet may change entered events (but only for the number of events that they have left; if they scratched, no-showed, or disqualified in an event, that event still counts as one of the three). If the meet is restarted on another day, additional relays and changes in classifications of relays are permitted. These additions and changes MUST be submitted to the Home club computer rep prior to the restart of the meet. VII. MEET PROCEDURES 1.) All EVENTS are to be seeded FASTEST to SLOWEST. 2.) Senior Varsity relays with at least one swimmer with a Junior Varsity or better time are to be mixed with any combination of swimmers, as long as both sexes are represented. Novice and Advanced swimmers may be moved up to swim Senior Varsity relays. Advanced and Senior Varsity relay time cards must denote the order in which they will 21
swim during the relay. Advanced relays and Senior Varsity relays may be printed on any color cards. 3.) The swimmer-classified Relay cards for 9-10, 11-12, 13-14, 15-18, shall be delivered to the Clerk of Course prior to Event 44. Change of swimmers and/or position in relay swim can be made up until that event is on the block. Relay Swim classifications must not change after the meet programs have been printed or distributed electronically (unless the meet is postponed to another day, see section V.2), and they shall be verified prior to the start of the meet. 4.) All meets shall be swum using the Order of Events as specified by the League 5.) Flyover Starts will be used for ages 9-10 and older for all starts except backstroke events. 6.) Relays will not be held if EVENT 44 (50 Free 9-10 Girls) is not in the water by 10:30p.m. and the meet is completed on that night. 8&Under Relay scores will not be included if all relays are not swum. For those relays that were swum, ribbons shall be distributed, and the swimmers shall be eligible for triple/quad. If the meet is postponed, the Parent Representatives from both teams can make the decision to cancel the 8&Under relays and start with Event 2. However, if the meet is then postponed to another day, relays will not be swum. If the meet is postponed to another day, it is permissible to swim the relays, regardless of when Event 44 got into water the prior night as long as Event 1 was swum. If the meet is postponed to another day, and on that day, Event 44 is not in the water by 10:30 p.m., then the relays should not be swum. The Home and Visiting Club s Parent Representatives will agree to the Official Clock to abide by. VIII. MEET SCORING AND AWARDS 1.) SCORING - Points toward the club score shall be awarded as follows: a.) Individual events: 7-5-4-3-2-1 b.) Relay Events (Novice Advance and Senior Varsity): 14-10-8-6-4-2. Points are awarded to the Novice Advance Relay or the Senior Varsity Relay category 2.) SCORING FOR END-OF-YEAR TROPHIES a.) First place club in each meet (N, ADV, JV, V, SV, N ADV Relay and SV Relay) is awarded 5 points. b.) Second place club in each meet (N, ADV, JV, V, SV, N ADV Relay and SV Relay) is awarded 3 points. c.) Third place club in each meet (N, ADV, JV, V, SV, N ADV Relay and SV Relay) is awarded 1 point. d.) Points will be awarded by ability level (N, ADV, JV, V, SV, N ADV Relay and SV Relay) 3.) AWARDS a.) Ribbon labels are awarded for the category in which the swimmer entered the event, not in the category of the time they achieved. (For example, a child enters a JV event and swims it in a Varsity time. The label will be a JV ribbon for that race. The next time the child swims that event, he/she will be a Varsity swimmer.) 22
b.) Individual Events - Ribbons: Novice, Advanced, Junior Varsity, Varsity and Senior Varsity - first six places (dual meets), first eight places (tri-meets). c.) Relay Events - Ribbons: Novice Advance and Senior Varsity - first six places (dual or tri-meets). d.) Club Awards - Club Awards will be given at the end of the regular season to the 1st place (highest point) club and 2nd place (runner-up) club in each Division by ability classification (Novice, Advanced, Junior Varsity, Varsity, Senior Varsity, Advanced Relay and Senior Varsity Relay). However, if there is a tie for first place with identical scores, no attempt will be made to dissolve the tie. Two first place trophies will be awarded, and no 2nd place award will be given. If two or more clubs tie for runner-up, duplicate awards will be given. e.) Len Everett Awards scoring: The President and two other officers shall tally up all votes. If there is a tie for 1st place in a division, the designated official shall evaluate 2nd place votes. The tied 1st place club with the most 2nd place votes will be awarded the Len Everett award for that division. All votes shall be reviewed and audited by the Executive Board. IX. MEET AUDITS The purpose of auditing is to ensure that the results and times are correct for our swimmers. At the meet, after the results for each event have been printed, an audit shall be performed to check the times input into Team Manager against the Lane/Timer Sheets for correct data entry. The audit shall also check the validity of DQ s (heat and lane number). The day following the meet an audit of the score sheets may be performed to check the score sheet and results. The League Computer Coordinator will also run an electronic audit of the Relays. Any relay teams found by this electronic audit to be non-compliant shall be DQ ed by the League Computer Coordinator. If the DQ ed team had earned points, a new score report shall be run. If the DQ affected the winner of that classification (SVR, ADVR), or if it changes the meet winner (by total points), the Coordinator shall revise the Meet Cover Sheet accordingly. If the DQ ed team is listed as the winner of the Event/classification (prior to the DQ), the Computer Coordinator shall run a new 3X/4X report. Any DQ s by the Computer Rep. shall be communicated to the League Rep. s of both teams (Computer, Coach, Parent and Board Rep. s). If an error is found after the meet has ended, the Club s Parent Rep finding the error will contact the other Club Parent Rep. The error shall be discussed and an agreement reached before any changes made. It is the home club Parent Rep s responsibility to coordinate and verify that the errors have been corrected. Any changes to a time/dq must be approved by the League President and League Computer Coordinator. 23
X. MEET RESULTS 1. The Hosting Computer Rep. shall ensure the following are sent to computer@gralva.com within 24 hours of the close of the meet: Meet Manager backup file (if possible, this should be sent within 2 hours of the close of the meet; preferably from the pool if there is internet access) Meet Cover Sheet Triple and Quad Winners for EACH Club in the meet 2. The Hosting Computer Rep. shall provide the following to the visiting club(s) at the end of the meet: Meet Manager backup file A printed copy of the meet cover sheet (if requested) A printed Meet Summary Report (if requested) Participation Labels (if requested) 3. The home club must keep all Lane/Timer Sheets and a final score sheet (by division) signed by the Referee until the GRAL Board s Annual meeting in September. XI. DIVISION COMMITTEES AND RESPONSIBILITIES The Greater Richmond Aquatic League (GRAL) has formed Division Committees to assist in carrying on the week-to-week business of the League. It is comprised of a Chairperson and may include representatives for Clinics, Champs, Equipment and Supplies and Computer. These positions generally parallel the functions of the Executive Board, and in this way, assist the Executive Board in carrying out its functions. 1.) The Chairperson shall work with the President of the League as requested on any issues that may arise. The Chairperson shall ensure that each of the positions for the Division Committee is filled. The Chairperson shall call any meetings of the Division Committee that may be required. The Chairperson shall be the first person to be called in the event of a grievance within their division. See Section XV: Grievance Procedure. 2.) The Clinic Rep and the Champs Rep shall work with the First Vice President and Third Vice President, respectively, to set up the training Clinics and the Championship meet. 3.) The Equipment and Supplies Rep shall work with the Second Vice President to help purchase, assemble, repair, and distribute the League equipment and supplies. 4.) The Division Committees were created to work directly with the clubs assigned to their division. Clubs should work first with their Division Committee but will always have access to the Executive Board, should the need arise. 5.) The Division Committees shall be selected anew each season at the January GRAL Board Meeting. Note that divisions are rearranged on an annual basis. 6.) GRAL retains only one set of Bylaws and Rules that will govern the conduct of all clubs. Certain decisions will be left up to the Division Committees on an annual basis but in no case will the Bylaws and Rules of the League be superseded by the decisions of the Division Committees. 24